<p>Under limited supervision, the Administrative Assistant will provide organizational and secretarial support to the Director and Assistant Director of Student Engagement, Experience, & Achievement (SEEA) and other SEEA leadership team members as directed by Supervisor. Primary responsibilities of this position include clerical duties such as e-filing and relaying messages; processing and disseminating information to internal and external constituents; assisting in managing the department needs such as front desk services; handling personnel and human resources paperwork; and preparing fiscal and budgetary reports. As a member of the SEEA team, the Administrative Assistant will benefit from being part of a caring team environment made up of more than 20 people, which includes professional staff and student leaders.</p> <p>Essential Responsibilities and Duties</p> <p>Administrative Assistant Tasks</p> <ul> <li>Staff and/or oversee front desk operations at Taylorsville Redwood campus location. </li><li>Assists the SEEA director by maintaining their calendar (room calendars) and anticipating, planning, and scheduling internal and external commitments. </li><li>Work with marketing and other colleagues in the department to maintain and update the SEEA Website. </li><li>Maintain an inventory of all equipment used in the department. </li><li>Order office supplies, equipment, keys, and reserve motor pool vehicles, when necessary, </li><li>Arrange all of the department's in- or out-of-state travel accommodations and paperwork. </li><li>Perform clerical functions such as filing, photocopying, printing, scanning, mailing or emailing constituents, making purchases, scheduling meeting spaces, and organizing or re-arranging the department's physical space. </li><li>Perform receptionist duties such as screening calls and taking messages, maintaining confidential information, entering data, researching solutions, gathering information, making referrals, and distributing mail. </li></ul> <p>Manage Office</p> <ul> <li>Inform and train SEEA staff of appropriate office and College procedures, processes, or protocols. </li><li>Provide coverage of the main reception desk and assist students and guests. </li><li>When necessary, replace office equipment, such as computers, laptops printer, tablets, furniture, emergency kits, and day-to-day supplies. </li><li>Manage the filing and indexing of both digital and hard copy documents. </li><li>Fill out and submit the appropriate forms to ensure staff have proper access and clearance to websites, software, equipment, rooms, and other things they need to perform their duties. </li></ul> <p>HR/Personnel Responsibilities</p> <ul> <li>Send reminders to staff and verify time entries for payroll approval. </li><li>Handle all paperwork for hiring or terminating full-time and part-time employees. </li><li>Serve as the department's liaison with Human Resources, Payroll, and Purchasing, and Accounts Payable. </li></ul> <p>Fiscal Budget</p> <ul> <li>Prepare monthly fiscal budget reports for the ODMA Director. </li><li>Establish effective book keeping practices to monitor and maintain detailed knowledge of the department's revenue and base budgets. </li><li>Process fiscal and budgetary paperwork, which may include requisitions, purchase orders, reimbursements, transferring funds, reallocations, purchasing card statements, vouchers, grants, and other expenditures. </li><li>Assist in the budget reconciliation process as necessary. </li></ul> <p>Other duties as assigned.</p> <p>Essential Responsibilities and Duties Continued Minimum Qualifications</p> <ul> <li>Associate's degree or two (2) years (i.e., 60 credits) of a post-secondary education completed. </li><li>One (1) year of paid full-time secretarial or related work experience. </li></ul> <p>Trade off 1:1 in experience/education requirement.</p> <p>Part time experience may be considered on a prorated basis.</p> <p>Preferred Qualifications</p> <ul> <li>Supervising part-time employees or student leaders. </li><li>Two (2) years of experience working in a higher education environment. </li><li>Bilingual or multilingual ability. </li></ul> <p>Knowledge, Skills & Abilities</p> <p>Knowledge of:</p> <ul> <li>Create a welcoming environment for everyone who visits SEEA. </li><li>Possess excellent business writing skills, which includes proper grammar, spelling, punctuation keyboarding, and vocabulary to prepare correspondence, reports, notes, forms, signs, and announcements. </li><li>Demonstrate a personal commitment to team cohesiveness and student success. </li><li>Demonstrate initiative, creativity, teamwork, conflict resolution, and knowledge-acquisition skills. </li><li>Basic understanding of budgeting, mathematics, accounting, bookkeeping, payroll procedures, and requisitions. </li><li>Computer technology, specifically Microsoft Office Suite (i.e., Excel, Word, Outlook, and PowerPoint), scheduling software, student information databases, project management tools, and Adobe Reader. </li><li>Be dependable, have excellent organizational skills, and pay close attention to details. </li><li>Participate in ongoing professional development sessions. </li></ul> <p>Ability to:</p> <ul> <li>Function in a positive, proactive, productive and team-oriented manner. </li><li>Relate and communicate well with varied staff and student population. </li><li>Complete time-sensitive tasks in an office setting that is prone to frequent interruptions. </li><li>Communicate clearly and accurately in writing and orally. </li><li>Safeguard highly sensitive and confidential information. </li><li>Consult and collaborate with other administrative personnel and offices in the Student Success Unit, Student Affairs Division, and Institutional Advancement. </li><li>Set priorities and work well under pressure. </li><li>Quickly learn college policies, procedures, and processes. </li><li>Assist, plan, organize, and carry out projects and activities. </li><li>Track information and disseminate information. </li><li>Support, mentor, and/or supervise a highly varied group of students, volunteers, or work-study students. </li><li>Ability to work from various college locations. </li><li>Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College. </li><li>Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities. </li></ul> <p>Non-Essential Responsibilities and Duties Special Instructions</p> <p>Applicants must be authorized to work in the United States. US Citizenship is preferred, but non-citizens may be considered if they possess valid employment authorization.</p> <p>All employees are required to maintain a permanent residence within the State of Utah as a condition of employment. Employees must provide and record a valid Utah residential address within 30 days of their start date.</p> <ul> <li>Full consideration will be given to applicants who apply on or before the priority review date indicated above. </li><li>More information about Salt Lake Community College benefits: https://i.slcc.edu/culture/benefits/index.aspx </li></ul> <p>SLCC Highlights</p> <p>Salt Lake Community College is Utah's largest open-access college with the most diverse student body in the state. We proudly educate 45,000+ students pursuing degrees in 100+ programs across 8 areas of study, and Utah's fastest growing industries and four-year baccalaureate programs consistently welcome SLCC graduates. Every SLCC employee has a hand in transforming students' lives to strengthen its surrounding communities. SLCC employees work at 11 locations across the valley and capital city of Salt Lake with easy access to the beautiful Wasatch Mountains, world-class outdoor recreation, sporting events, museums, history, and arts and entertainment.</p> <p>Salt Lake Community College seeks and values contributions from each community member and welcomes new and diverse perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation come about when diverse voices can speak and collaborate freely. As an emerging Hispanic Serving Institution, SLCC leads the state with the highest enrollment of students from the Latinx/a/o community. SLCC is committed to serving diverse students and being a model for inclusive and transformative education.</p> <p>FLSA Non-Exempt SLCC Information</p> <p>Salt Lake Community College is Utah's largest open-access college in the state. We proudly educate 45,000+ students pursuing degrees in 100+ programs across 8 areas of study, and Utah's fastest growing industries and four-year baccalaureate programs consistently welcome SLCC graduates. Every SLCC employee has a hand in transforming students' lives to strengthen its surrounding communities. SLCC employees work at 8 locations across the valley and capital city of Salt Lake with easy access to the beautiful Wasatch Mountains, world-class outdoor recreation, sporting events, museums, history, and arts and entertainment.</p> <p>Salt Lake Community College seeks and values contributions from each community member and welcomes new perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation occurs when we can collaborate freely. As an emerging Hispanic Serving Institution, SLCC leads the state with the highest enrollment of students from the Latinx/a/o community. SLCC is committed to serving students and being a model for inclusive and transformative education.</p>